Microsoft 365 vs. Google Workspace for Businesses

Trying to decide which software suite is best for you can be a challenge. 15 years ago, your options were Microsoft or nothing. Today, businesses can choose from a range of options including FreeOffice, LibreOffice, WPS Office, iWork and Apache Open Office.

Most of these are clones of classic Microsoft. All of them are outstripped by the advantages you get from Microsoft 365. It remains the most popular productivity suite for documents, spreadsheets, presentations and email. But Google Workspace sits comfortably at number 2.

Google Workspace is more than a Microsoft clone

Unlike the Microsoft clones, Google Workspace provides a productivity suite that suits today’s workplace. Like Microsoft 365, Google Workspace is app-based, providing flexibility and scalability that is essential to growing businesses. Google Workspace is also backed up by Gmail and Google Drive, two extremely popular tools.

So, which one is better?

Microsoft 365 vs. Google Workspace: A side-by-side comparison

Microsoft 365

From £4.90 per user/month

Productivity Tools

• Word
• Excel
• PowerPoint
• OneNote
• AI tools including Microsoft Copilot

Communication

• Outlook
• Teams
• Planner
• SharePoint
• Exchange

Access & Storage

• OneDrive
• SharePoint
• 1TB of storage as standard

Security

• Access control & permissions
• Create automated password policies
• Meets key global and industry-specific standards

Google Workspace

From £5 per user/month

Productivity Tools

• Docs
• Sheets
• Forms
• Slides
• Sites
• Keep

Communication

• Gmail
• Calendar
• Meet
• Chat

Access & Storage

• Google Drive
• 30GB of storage as standard

Security

• Access control & permissions
• 2-step verification as standard
• Meets key global and industry-specific standards

Price comparison between Microsoft 365 and Google Workspace

No matter how big your business, price is one of the biggest deciding factors when choosing business software.

Google’s Google Workspace pricing

Google takes a simple approach. Google Workspace offers 3 pricing options all with a one-year minimum commitment

• Basic $6 per user/month
• Business $12 per user/month
• Enterprise $25 per user/month

You can also try any level of Google Workspace for free for 14 days.

Prices are based on number of users per month. The Business package offers unlimited storage (up from a 30GB cap) and access to app development tools. These tools allow you to build internal business processes from the ground up. You also gain access to auditing tools.

At the Enterprise level, you get access to data loss and prevention tools, as well as hosting options.

Microsoft 365 pricing

Microsoft 365 also offers three pricing options:

• Microsoft 365 Business Basic – £4.90 per user/month
• Microsoft 365 Apps for business £8.60 per user/month
• Microsoft 365 Business Standard – £10.30 per user/month
• Microsoft 365 Business Premium £18.10 per user/month

Businesses Basic gives you the bare bones. But, they’re good bones. You get online access to the Microsoft 365 suite, and 1TB of file storage for starters. You also get Teams, One Drive, Share Point but you don’t get desktop versions of Word, Excel, PowerPoint and Outlook..

Business Standard level lets you download the Microsoft suite to your desktop and allows you to use the Microsoft suite on tablets and phones.

Microsoft offers discounts for Not for Profits (NFP) and educational institutions.

Microsoft 365 vs. Google Workspace: Which is better for…

…startups?

Microsoft’s Business Basics provide a great deal of functionality for just £4.90. That being said, Gmail, Drive and Google Docs are all free. You don’t get the full functionality or business emails, but if you want zero business suite overheads, Google is tough to beat.

As your business grows, it’s easy to expand into the tiered payment options. You can get 30 GB of storage, business email addresses, video and voice conferencing, shared calendars and Docs, Sheets and Slides for £5 per user per month

.…small businesses?

For small businesses, Google Workspace and Microsoft are pretty interchangeable. Google gives you a few more toys, while Microsoft offers more storage at the lowest tier.

The question will come down to your business roots. If you use it at home or hire staff that are used to it, go for. If you’re a growing smaller business with younger staff, Google Workspace might be a better fit. For businesses of up to 30 employees or so, it’s a personal choice.

…medium-sized businesses?

For larger businesses, Microsoft 365 is better than Google Workspace. The Enterprise package is much better suited to traditional business models and offers better management tools. It has better security features than Google Workspace. It also integrates organically with Microsoft applications like Dynamics.

The verdict

Choosing the best productivity suite will depend on a variety of factors. It isn’t just a question of features and pricing. You also need to think about the structure of your business, your culture and your people.

Effective IT enhances all these elements, rather than dictating them. We can help you understand what your business needs from your IT, offering impartial, expert advice.